GUIDELINES FOR WRITING
WORK
METHOD STATEMENTS IN PLAIN ENGLISH
WorkCover.
Watching out for you.
GUIDELINES
FEBRUARY 1998
Disclaimer
This publication may contain occupational health and safety and workers compensation information. It may include some of your obligations under the various legislations that WorkCover NSW administers. To ensure you comply with your legal obligations you must refer to the appropriate legislation. Information on the latest laws can be checked by visiting the NSW legislation website (www.legislation.nsw.gov.au) or by contacting the free hotline service on 02 9321 3333.
This publication does not represent a comprehensive statement of the law as it applies to particular problems or to individuals or as a substitute for legal advice. You should seek independent legal advice if you need assistance on the application of the law to your situation.
Contents
Page
IntroduCtIon 2
Part a 3
Suggested proforma 4
Proforma for work method statements 6
Part B 8
Points to remember when writing work method statements in plain English 8
Seven ways to write effectively 9
1) Write out the job procedure step by step 9
2) Use active, not passive voice 10
3) Sequence ideas logically 10
4) Keep sentences short and clear 11
5) Choose words carefully 12
6) Use verbs not nouns 13
7) Consider layout and formatting 13
Alternatives to writing 14
referenCes 15
aPPendICes 16
Appendix 1 Formal words and long winded phrases 16
Appendix 2 Redundancies - unnecessary repetitions 18
Appendix 3 Verb forms for commonly used nouns 19
IntroduCtIon
Why do we need work method statements? The purpose of a work method statement is:
• to outline a safe method of work for a specific job • to provide an induction document that workers must read and understand before starting a job • to meet legal requirements, that is, hazard identification and control • to program work, materials, time, staff, and to anticipate possible problems • to use as a tool in quality assurance.
Remember that a work method statement is part of a site safety plan. This plan should include: • Induction Training • Register of Hazardous Substances • Work Method Statement • OHS Procedures • Responsibilities Flow Chart • Rehabilitation Policy. There is a growing need for companies to write work method statements in plain English. These procedures must be readily understood by all employees, including employees with low literacy/ numeracy skills. The aim of this document is to provide you with ideas and suggestions to help you write work method statements in an easy to read style, that is, in plain English.
If you take time and care to prepare clear and concise site specific work method statements you can save your company valuable time and money. These savings return greater profits.
We hope that the suggestions in this booklet will assist writers of work method statements to use language and formatting that is concise, clear and easily understood.
Part a:
suggested proforma
The proforma on the following pages covers all the main points required by major contractors and the law. In it we have suggested ways of filling in each section.
explaining the proforma
Write all your work method statements after consulting the workers who are going to use them. You may then need to redraft them to include their suggestions. They may see a better and safer way of doing the job.
Workers will be more willing to take ownership of the documents and act on them if they participate in planning and writing them. We designed the proforma to fit A4 paper. It is double sided. This overcomes the problems of having more than one sheet of paper to deal with. However, you could add extra pages if there is not enough space in any one section. In the proforma the procedures, possible hazards and safety controls are printed side by side. This will make it easier for you to consider the possible hazards for each step. Then you can decide on the appropriate controls to overcome each hazard.
All employees should be aware that there are work method statements and that they must see and sign them.
signed o ff: _______________________________ d ate: ______________________ n o: __________ a ccepted: Yes / n o
W
ork
Method
statement
(P
ar
t
1)
Contractor: Project: Job
a rea: P rocedure (in steps): Possible Hazards: safety Controls: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.
W
ork
Method
statement
(P
ar
t
2)
P ersonal Qualifications and e xperience: Personnel, d uties and r esponsibilities: training r equired to Complete W ork: e ngineering d etails/Cer tificates/W orkCover a pprovals: Codes of P ractice, Legislation: Plant/ e quipment: Maintenance Checks: r ead and signed by a ll e mployees on site:signed o ff: _______________________________ d ate: ______________________ n o: __________ a ccepted: Yes / n o
W
ork
Method
statement
(P
ar
t
1)
Contractor: Put the name of your or ganisation her e. P roject: Put the name of the building you ar e working on her e. Job: W rite in the task or job that you ar e doing. a rea: P rocedure (in steps): Possible Hazards: safety Controls: 1. W rite out the job step by step Include all possible hazar ds such as: List all safety contr ols such as: 2. Star t each step with an action wor d. For example • Hazar dous substances, explosives, dust, etc • MSDS 3. • Fix hand rail to stair well walls • Manual handling, lifting heavey weights (15kg?) • W arning Signs 4. • Twisting, pushing and pulling, lifting and carr ying • Personal pr otective equipment 5. • Hazar ds to others in ar ea • Fellow workers/public safety pr ovisions 6. • R ubbish, electrical, fills • Storage of materials and equipment 7. • Housekeeping 8. 9. 10. 11. 12. 13. 14. 15.W
ork
Method
statement
(P
ar
t
2)
P ersonal Qualifications and e xperience: Personnel, d uties and r esponsibilities: training r equired to Complete W ork: Y ou will need to list all the details of Give details of the duties and specific Make sur e that all workers and their super visors qualifications and experience you and your responsibilities of super visors and other ar e trained in the pr ocedur es needed to complete workers will need for the job. Include: trade personnel. For example, describe such things as the job safely , expecially wher e you ar e using cer tificates, W orkCover tickets, demolition daily safety check of the work ar ea by leading new or changed work methods. licences for contractor . Experience may cover hand. You might like to include on a separate pr evious work done in the ar ea that may sheet, a flow char t showing the str uctur e of your not requir e cer tificates or licences. or ganisation and include the responsibilities of each person in that str uctur e e ngineering d etails/Cer tificates/W orkCover a pprovals: Codes of P ractice, Legislation: Give details that might be requir ed for demolition, pr ecast panel er ection, Ar e relevant codes of practice available on site? Is the work method equal str uctural steel er ection. Cer tificates may be needed for formwork – to or better than any applicable codes of practice for the job to be done? falsework, machiner y on suspended slabs, point loading on suspended Do pr ocedur es agr ee with relevant legislation? slabs and W orkCover appr oval of machine-felling for demolition work. Plant/ e quipment: Maintenance Checks: List plant and equipment that you use on the job, e.g. ladders, scaffold Include: maintenance on cranes, forklift, monthly check on all electrical tr estles, grinders, electrical leads and equipment, formwork materials equipment and necessar y tags, etc shoring materials, oxy set, welding machines, fir e extinguishers, etc. r ead and signed by a ll e mployees on site:Part B:
Points to remember when writing work method statements in plain english:
“Plain English is getting a clear message across to your audience in an appropriate way. This means being clear about what you want to say, who you’re saying it to and how you’re going to say it. Plain English is effective communication”. NSW Adult Literacy Council
Plain english means:
• considering the reader
• communicating a clear message to the reader • using clear, concise language
• rethinking how information is presented so that it attracts the reader.
Plain english does not mean:
• writing in simple English
• using the minimum amount of words • getting rid of technical language • talking down to the reader • losing meaning.
Plain english has many benefits:
• Workers are more likely to read and act on written texts • Readers are less frustrated and view documents in a more positive way • There is less interruption to work from queries and misunderstandings • Documents take less time to produce • Safety and quality can be improved • Training is easier and more time efficient. audience:
Keep in mind the personnel who are going to read the work method statement and consider these questions:
• How well do they read? (educational background) • Are they from a non-English speaking background?
seven ways to write effectively:
Now we will look at seven ways to write work method statements effectively in plain English. These will make your work method statements easier to write and understand. The seven ways to write effectively are:
1. Write out the job procedure step by step ... page 9 2. use active, not passive voice ... page 10 3. sequence ideas logically ... page 10 4. Keep sentences short and clear ... page 11 5. Choose words carefully ... page 12 6. use verbs not nouns ... page 13 7. Consider layout and formatting ... page 13
1. Write out the job procedure step by step start each step with an action word.
set it out as shown in the Procedure Section of the Suggested Proforma on page 5. examples Example 1: 1. deliver all duct to the site. 2. store in areas set aside by the builder. 3. Clear work area of all obstacles. 4. Join ductwork on floor in lengths less than nine metres. Example 2: 1. Locate centre of each hole. 2. Check that each hole would only penetrate the slab thickness. 3. drill an 8 to 10 mm pilot hole. 4. Insert a small wire or rod through each hole. Example 3:
1. erect and brace columns.
2. erect and brace beams.
3. tie beams and bracing.
4. Bridge purlins.
2. use active, not passive voice
use active, not passive voice. It is more personal and direct and specifies who must do the action.
Examples:
8 Materials must be removed in manageable lots.
4 remove materials in manageable lots.
8 Protective gloves are to be worn.
4 Wear protective gloves.
8 Fork lifts must not be driven faster than walking speed.
4 never drive forklifts faster than walking speed.
8 Leads are to be kept above floor level.
4 Keep leads above floor level.
8 All equipment to be checked and tested.
4 Check and test all equipment.
3. sequence ideas logically (i) Put the main idea first
Examples:
8 When you are working in a dusty and windy area, wear safety glasses.
4 Wear safety glasses when you are working in a dusty and windy area.
8 From the information on the plan, establish the required width of the formwork.
4 establish the required width of the formwork from the information on the plan.
(ii) Put the time phrase, if important, as a sub-heading and then the instructions in point form underneath.
Example:
When cutting, drilling or shaping glasswool insulation:
a) wear protective clothing
b) use a suitable dust mask
c) avoid contact with your eyes.
(iii) try to put information in point form for clear and easy reading. Example:
8 When compressed air jack hammers are to be employed for the purpose of excavation, it is advisable to make certain that the air compressor is placed within as close a
proximity as practicable to the worksite and all equipment is to be fitted with suitable apparatus for noise abatement. Hearing protection is to be worn by all employees at all times and air hoses are to be fitted with snap-on safety couplings which are to be fixed to the hose by the use of safety locking pins.
4 When using jack hammers for excavation work:
a) place the compressor as close to the work as possible
b) make sure that the equipment is fitted with noise controls
c) wear hearing protection
d) use snap-on safety couplings on all hoses
e) fix safety couplings with safety locking pins.
(iv) separate any extra information that may be needed to make the instruction clear. do this by putting the extra information in a highlighted box or by using italics.
Example: Block off fixed type laser beams by using a beam stop. Safety Note Effective beam stops have a matt finish to stop reflection. Earth, wood, plywood, brick, mortar, concrete or plasterboard surfaces are suitable. Roughen the surface of metal beam stops.
(v) use parallel structures - that is use the same grammatical structure to express similar ideas or two or more ideas in the same sentence.
Example:
8 To prevent falls:
• fix solid one metre high guard rail
• workers must use a safety harness
• workers wearing safety footwear
• securely covering all floor penetrations
4 To prevent falls:
• fix solid one metre high guard rail
• use safety harness
• wear safety footwear
• cover all floor penetrations securely.
4. Keep sentences short and clear remember:
a) Long and/or complex sentences are more difficult to understand. they take longer to read and can hide information.
b) a sentence should contain only one or two ideas. separate ideas with lists, dot points and punctuation (commas, semi-colons, colons).
Example:
8 The trainer will ensure that each crane driver/chaser is fully skilled in lifting procedures and, most importantly, will confirm that each crane driver/chaser fully understands what his duties are.
4 Trainers must make sure that crane drivers/chasers: a) know correct lifting procedures
b) fully understand their duties.
5. Choose words carefully
(i) don’t use too many formal words or long winded phrases. (see appendix 1) Examples:
8 ensure
4 make sure
8 accordingly
4 so
8 without further delay
4 immediately
8 at this point in time
4 now.
(ii) avoid unnecessary repetition or redundancies. (See Appendix 2) Examples:
8 Power to the construction site is available on an around the clock basis.
4 Power to the construction site is available 24 hours a day.
(iii) do not use too many nouns together - they can make the document difficult to understand because the reader must take in a lot of information in a short space. Examples:
8 safety regulation handbook 4 handbook of safety rules
8 estimated monthly attendance performance bonus 4 monthly attendance bonus.
(iv) avoid jargon, slang, idioms, sexist or racist terms, and foreign expressions. Examples:
a) chippie, sparky, gofer b) I’m broke
c) as slow as a snail d) foreman
(v) do not use contractions (short forms). they are not as strong as the words written in full.
Example:
8 Don’t 4 Do not.
(vi) Beware of acronyms (words made from initials) - you must explain what they mean the first time you use them.
Example:
Construction, Forestry, Mining and Energy Union (CFMEU).
(vii) spell out abbreviations to avoid confusion whenever possible. If you must abbreviate: a) do so only when necessary, and
b) make sure that the abbreviations are understood. Examples:
8 e.g.
4 for example 8 i.e.
4 that is.
(viii) spell out one, two, three, four, five, six, seven, eight, nine and ten. over ten, use numbers -11,12,13 ...
(ix) use spelling from the Macquarie dictionary. It is the most suitable for australia. 6. use verbs not nouns
Be careful of turning verbs into nouns (nominalisation). this makes the document “heavy” or “academic” and hard to read.
(See Appendix 3 for a list)
Examples:
8 utilisation of backhoes on construction sites must only be done in consultation with
supervisor.
4 Consult supervisors before using backhoes on construction sites.
8 failure to comply with these directives will result in expulsion from this facility and/or
notification of the construction company.
4 We will expel you from this site and notify the construction company if you do not
comply with these directives.
7. Consider layout and formatting
• Keep your layout open. Use plenty of white space. This makes the procedure more
readable.
• use no more than two separate font styles: one Bold and the other Italic. If you use
• avoid using CaPItaLs to write full words - THEY ARE MORE DIFFICULT TO READ.
• do not use underlining. Make important headings larger instead.
• Justify (line up) the text to the left as this helps you to read the document more easily.
• use a serif rather than a sans serif font. Again, it is easier to read.
For example:
8 Supply eye protectors to operators, other workers and visitors where there are eye hazards. Always wear eye protectors.
4 Supply eye protectors to operators, other workers and visitors where there are eye
hazards. Always wear eye protectors.
• Learn how to use your keyboard to its full capacity. There are many features that can
be used to give a more professional finish.
• take care with the length of lines. 50 - 70 characters is the ideal number of characters
per line.
• use subheadings to help break up large blocks of text and guide the reader to the
information.
• use colour sparingly. It is harder to read than black and white.
• Make sure graphics are easy to understand.
• Keep layout consistent throughout the document.
• If you need to include a glossary of technical terms make sure that you follow the
agreed layout.
finally, get somebody who does not know the job to read the work method statement. You have achieved a satisfactory result if they understand it.
alternatives to Writing:
It is very important to consider alternatives to writing if you have employees who have reading problems. They may not be able to read words but they may be able to follow a picture, a diagram or spoken instructions.
Use alternatives to writing if these convey the meaning more easily:
• Flow charts for writing work instructions and procedures, explaining processes, defining production goals • Diagrams, illustrations, graphics, line drawings for technical terminology and procedures • Tables, charts, graphs (pie, vertical, line etc.) for statistics, production data and figures • Maps for emergency procedures, locations and layout of areas. Or
read the work method statement to employees and check that they have understood it. Make sure that they then sign it.
referenCes
Aldhamland, M., Editing and Publishing Workshop for AMES, 1995
Bousaleh, Gail, ‘Guidelines for Writing in the Workplace’, AMES EWP, 1992
Burke, T., Me Leod, J., Montgomery, G. and Riley, M., Plain English Writing Project, NSW TAFE, 1989
Cole, K., Crystal Clear Communication, Prentice Hall, Sydney, 1993
DEET, Reader Friendly Documents Kit - Profit and Popularity with Plain English, Sydney, 1995 Eagleson, R. D., Writing in Plain English, AGPS Press, Canbeffa, 1990
Guffey, M. E., Essentials of Business Communication, KWS, Boston, 1991
Kidd, Isobel, Workshop on Writing Procedural and Factual Texts in Plain English, AMES 1995 Lammas, Brian, “Getting the Message Across”, English In The Workplace, AMES, 1994 Master Builders’ Association and Summer Hill Films, Stop Chasing Your Tail, WorkCover, Sydney, 1996 Middleton, R., and Bell, J., “Writing Standard Operating Procedures in Plain English”, AMES, 1996 Nenke, Margaret, “Writing Standard Operating Procedures in Plain English”, Southern Copper, AMES/EWP Wollongong, 1995 Patterson, Sue, “Made To Measure, Language, Literacy and Numeracy in TCF Industry Training’, AMES, Sydney, 1996 Street, Suzanne “Plain English Worksheets”, AMES English in the Workplace, 1994 Sydney Electricity, “Style Guide for Electrical Safety Rules Writing Project”, AMES, 1995 Walsh, B., Communicating in Writing, 2nd Edition, AGPS Press, Canberra, 1989
Watson, Jacqui, and Lewis, Joanna, “A Guide to Plain English Writing in the Workplace”, AMES, 1996
aPPendICes
appendix 1
formal words and long winded phrases
Use these instead of these
no absence of
so, therefore accordingly
follow adhere to
changes adjustments
manage administer
give, divide allocate
clear, plain apparent
when necessary as applicable
later at a later time
always at all times
now at the present time
because because of the fact that
by by means of
since, because by virtue of the fact
work out calculate
start commence
complete complete in all respects
has contain
now currently
make less, reduce decrease
despite despite the fact that
shown described herein
stop, end discontinue
send dispatch
because, since due to the fact that
length of duration of
inside, within encase
exit egress
make sure ensure
work out estimate
check examine
leave out exclude
show, tell explain
Use these instead of these
because for this reason
later further down the track
need have to
causing giving rise to
same identical
at once immediately
according to in accordance with
and in addition
with in conjunction with
about in reference to
about regarding
finally in the final analysis
soon in the near future
now in this day and age
considering in view of
if in the event that
look at, check inspect
tell notify
see, adhere to, obey observe
regularly on a regular basis
before prior to
part portion
rules, ways procedures
why reason for
fix rectify
move relocate
need, want, must require
needing requiring
must required to
must shall
to so as to
after subsequent to
job task to be performed
the kind of the nature of
use utilise
when whilst, while
could, might with a potential to
aPPendIx 2
redundancies - unnecessary repetitions
Use these instead of these
essential absolutely essential
adequate adequate enough
warning advance warning
fundamentals basic fundamentals
big big in size
combined combined together
eliminate completely eliminate
component component part
consensus consensus of opinion
continue continue on
cooperate cooperate together
each each and every
result end result
identical exactly identical
outcome final outcome
thanks grateful thanks
few few in number
green hat green coloured hat
inventory inventory stock
cooperation mutual cooperation
action required necessary action required
prerequisite necessary prerequisite
beginning new beginning
first hand on a first hand basis
history past history
period period of time
reason reason why
red red in colour
refer refer back
repeat repeat again
schedule time schedule
little tiny little
total total and utter
aPPendIx 3
Verb forms for commonly used nouns
use these verbs instead of these nouns
anchor anchorage act action alter alteration apply application analyse analysis assess assessment assist assistance attach attachment complete completion comply compliance connect connection construct construction erect erection examine examination expose exposure fail failure identify identification improve improvement inform information install installation isolate isolation investigate investigation maintain maintenance organise organisation place placement position positioning prepare preparation project projection protect protection recognise recognition reduce reduction reject rejection remove removal specify specification supervise supervision terminate termination train training vary variation
aPPendIx 4 - CHeCKLIst
Check List - Writing effective Work Method statements
Have you: Yes/no Comments
kept your sentences short and clear? • eliminated unnecessary words • avoided using too many clauses in a sentence used active not passive voice? sequenced your information logically? chosen your words carefully? • used words familiar to employees • used consistent language • avoided using idioms • explained acronyms and abbreviations • defined technical words (used a glossary) • standardised modality (must, should) used verbs not nouns for actions? avoided using strings of nouns? considered alternatives to writing? • diagrams, graphics, charts, tables, maps, flow charts followed the agreed format? • layout • style guide observed copyright laws? • acknowledged sources
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